Inventory Officer at People Apex Solution

Job Summary

• The Inventory Officer is responsible for managing and overseeing the hotel’s inventory control processes, ensuring accurate tracking, storage, and distribution of all inventory items. 
• This role plays a critical part in maintaining optimal stock levels, minimizing waste, and supporting the hotel’s operational efficiency. 
• The Inventory Officer will work closely with procurement, kitchen, housekeeping, and other departments to ensure seamless inventory management and compliance with hotel policies and procedures.

Key Responsibilities
Inventory Management:

• Maintain accurate records of all inventory items, including food and beverage, linens, cleaning supplies, guest amenities, and other operational supplies.
• Conduct regular physical stock counts and reconcile them with system records to identify and resolve discrepancies.
• Monitor stock levels and reorder points to ensure adequate supply while avoiding overstocking or stockouts.
• Implement and maintain an efficient inventory tracking system using hotel management software or other tools.
• Ensure proper storage and organization of inventory items to prevent damage, spoilage, or theft.

Procurement Support:

• Collaborate with the procurement team to place orders for inventory items based on usage trends and departmental needs.
• Verify the quality and quantity of received goods against purchase orders and invoices.
• Report any discrepancies, damages, or quality issues to the relevant departments and suppliers.

Cost Control and Reporting:

• Analyze inventory data to identify trends, minimize waste, and optimize stock levels.
• Prepare and submit regular inventory reports to management, highlighting key metrics such as stock turnover, shrinkage, and cost savings.
• Assist in budget preparation by providing accurate inventory-related data and forecasts.

Compliance and Documentation:

• Ensure compliance with hotel policies, health and safety regulations, and industry standards for inventory management.
• Maintain proper documentation for all inventory transactions, including receipts, issues, and transfers.
• Conduct periodic audits to ensure accuracy and accountability in inventory records.

Team Collaboration:

• Work closely with department heads to understand their inventory needs and provide timely support.
• Train and guide staff on proper inventory handling and recording procedures.
• Address and resolve inventory-related issues or queries from other departments.

Key Performance Indicators (KPIs)

• Accuracy of inventory records (target: 98% or higher).
• Reduction in inventory shrinkage and waste.
• Timeliness of inventory reporting and reconciliation.
• Cost savings achieved through efficient inventory management.
• Compliance with health, safety, and hotel policies.

Qualifications and Skills
Education:

• Bachelor’s degree in Business Administration, Supply Chain Management, Finance, or a related field.
• Relevant certifications in inventory management or supply chain are a plus.

Experience:

• Minimum of 2-3 years of experience in inventory management, preferably in the hospitality or hotel industry.
• Familiarity with inventory management software and systems (e.g., Opera, Micros, or similar).

Skills and Competencies:

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient in data analysis and reporting.
• Good communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Problem-solving and decision-making abilities.
• Knowledge of health and safety regulations related to inventory storage and handling.

Working Conditions:

• The role may require standing for extended periods and lifting heavy items.
• Flexibility to work during weekends, holidays, or extended hours as needed.
• Work is primarily conducted in storage areas, offices, and occasionally in other hotel departments.